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Administrative Assistant I

2 months ago

Lunenburg County, Canada VON Canada Full time
{"title": "Administrative Assistant I", "description": "Job Summary

The Administrative Assistant I plays a vital role in supporting the VON Canada team in providing quality service to the public. This position acts as a resource for the Meals on Wheels team and other office staff by collecting and responding to client frozen meal orders, creating and formatting documents related to meal ordering and distribution, and other related job functions.

Key Responsibilities
  • Respond to general inquiries, including answering phone calls and ensuring staff, volunteers, clients, and visitors are greeted and directed to the appropriate resource in a friendly and courteous manner.
  • Respond to messages from the answering service as required.
  • Provide informed and satisfactory responses to general inquiries regarding the VON organization.
  • Prepare general correspondences, memos, forms, brochures, invitations, reports, and other documents as needed.
  • Assist in the production of materials for delivery service, including collecting materials, typing/formatting, and photocopying/printing, and standardizing processes and forms.
  • Manage filing systems for client, personnel, and general files, ensuring accuracy, security, and confidentiality.
  • Input relevant information and produce reports, statistics, and data as directed for efficient operation.
  • Order supplies, receive, and maintain an inventory of required supplies.
  • Perform other duties as assigned.
Education, Designations, and Experience
  • Post-secondary education in office administration, office information technology, or a related field or relevant experience.
  • Proficiency in Windows OS and MS Office Suite programs.
  • Experience with scheduling software and Cognos is considered an asset.
  • Experience in a unionized environment is considered an asset.
Skill Requirements
  • Excellent oral and written communication skills.
  • Strong organizational skills with the ability to prioritize and multi-task.
  • Excellent customer service skills.
  • High level of accuracy and attention to detail.
  • Able to work both independently and within a team.
  • Ability to maintain confidentiality at all times.
Working Conditions and Physical Demands

This role requires a detail-oriented approach in a dynamic environment, with physical activity including lifting, carrying (using proper techniques), bending, reaching, kneeling, and other movements that emphasize good body mechanics. Individuals in this role are required to walk, sit, stand, and climb stairs throughout the day, with some tasks requiring fine hand movements.

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